Privacy Policy

Last updated: 15 August 2026

This Privacy Policy explains how CYBEX IT Solutions (“CYBEX”, “we”, “us” or “our”) collects, uses, stores and protects personal information when you visit cybexit.co.uk, submit an enquiry, request a quotation or communicate with us. CYBEX is the controller of personal information described in this website policy unless a contract states otherwise.

This notice is written for website visitors, prospective customers, customer representatives, suppliers and other business contacts. Where CYBEX processes personal information solely on a customer’s instructions while providing a service, the customer will normally be the controller and separate contractual data-processing terms may apply.

Contact details

Questions, requests or complaints about this policy can be sent to [email protected]. Please include enough information for us to identify the relevant interaction, but do not send passwords or unnecessary sensitive information by email.

Information we may collect

Identity and business-contact data: your name, organisation, job title and professional role.
Communication data: email address, telephone or WhatsApp number, message content and communication preferences.
Enquiry and project data: requirements, current systems, requested services, expected budget, locations, implementation dates and documents you choose to provide.
Contract and transaction data: proposals, agreements, invoices, payment status and service records. We do not ask you to send full payment-card details through ordinary website forms.
Technical and usage data: IP address, browser and device information, timestamps, referring pages, requested URLs, security logs and cookie choices.
Marketing data: your choices about receiving business updates and records needed to respect an opt-out.

Please avoid submitting special-category information, children’s information, passwords, production credentials or confidential customer datasets through a general enquiry form. If a project requires sensitive information, CYBEX will agree an appropriate secure method and contractual controls first.

How we collect information

We collect information directly when you complete a form, email us, contact us through WhatsApp or another linked service, request a quotation, attend a meeting or enter into a contract. We may also receive business-contact information from your organisation, a referral partner or publicly available professional source where its use is lawful and reasonably expected. Technical information may be recorded automatically by our hosting, security and consent-management services.

Purposes and lawful bases

Responding to enquiries and preparing quotations: steps requested before entering a contract and our legitimate interest in developing business relationships.
Providing and administering services: performance of a contract, taking requested pre-contract steps and our legitimate interest in managing delivery.
Billing, accounting and legal records: contractual necessity, legal obligations and legitimate interests in establishing or defending legal claims.
Website security, fraud prevention and troubleshooting: our legitimate interests in protecting visitors, systems, information and services.
Improving the website and measuring performance: consent where non-essential cookies or similar technologies are used; aggregated information may also be used to understand service performance.
Business-to-business marketing: consent where required or legitimate interests where permitted, subject to applicable direct-marketing rules and your right to object.
Complying with law and responding to authorities: legal obligation or legitimate interests, depending on the request.

Where we rely on consent, you can withdraw it at any time without affecting earlier lawful processing. Where we rely on legitimate interests, we consider the purpose, necessity and potential effect on individuals.

Cookies and similar technologies

The website may use strictly necessary cookies for security, session management, load balancing and recording privacy choices. These are required for requested website functions. Optional analytics, advertising or embedded-media technologies should be activated only after the appropriate choice has been made through the website’s cookie controls.

You can change browser settings to block or delete cookies, although some features may then work differently. Cookie names, providers and lifetimes can change when website services are updated; the live cookie banner or preference centre should provide the most current choices. CYBEX should obtain consent before using non-essential cookies where required by law.

Who may receive information

Access is limited to people and organisations that need information for the stated purposes. Recipients may include authorised CYBEX personnel; website hosting, security, email, communications, analytics, CRM, cloud and professional-service providers; payment and accounting providers; referral or delivery partners involved in your request; and regulators, courts, law-enforcement bodies or advisers where disclosure is lawful and necessary.

Service providers acting on our behalf are expected to process information only for agreed purposes, use suitable security controls and meet applicable confidentiality and data-protection obligations. Links to WhatsApp, social networks or other third-party sites lead to services governed by their own privacy notices.

International transfers

Some service providers or project teams may process information outside the United Kingdom. Where UK data-protection transfer rules apply, CYBEX will use an available lawful mechanism, such as UK adequacy regulations, an approved international data-transfer agreement or addendum, together with any required transfer-risk assessment and supplementary safeguards.

Retention

We keep personal information only as long as reasonably necessary for its purpose and for legal, tax, accounting, security and dispute-management requirements. Enquiries that do not become projects are normally reviewed and deleted or anonymised after up to 24 months, unless continued retention is justified. Customer, contract and invoice records may normally be retained for up to seven years after the relevant relationship or financial period, subject to applicable law. Security logs are generally retained for shorter operational periods unless needed to investigate an incident. Suppression records may be retained to ensure that marketing opt-outs continue to be respected.

Security

CYBEX uses proportionate administrative and technical measures designed to protect information, which may include access controls, strong authentication, encryption in transit, backups, logging, malware protection, supplier controls and staff confidentiality requirements. No internet transmission or storage method is completely secure, so we cannot promise absolute security. If you believe information has been exposed or misused, contact us promptly at [email protected].

Your data-protection rights

Depending on the circumstances and applicable law, you may have rights to request access to your personal information; correct inaccurate information; request deletion or restriction; object to processing based on legitimate interests or to direct marketing; receive certain information in a portable format; withdraw consent; and ask for information about safeguards used for an international transfer. These rights are not absolute and exemptions may apply.

To exercise a right, email [email protected]. We may request reasonable proof of identity and clarification of the request. We aim to respond within the period required by applicable law.

Complaints

Please contact CYBEX first so we can investigate. If UK data-protection law applies, you may also complain to the UK Information Commissioner’s Office through ico.org.uk/make-a-complaint. You may have the right to contact another relevant supervisory authority depending on your location.

Children

This corporate-services website is not designed to collect personal information directly from children. Do not submit a child’s personal information through a general enquiry form. Customers considering education, childcare or healthcare systems must establish appropriate lawful bases, transparency, safeguarding and age-appropriate controls for their own processing.

Automated decision-making

CYBEX does not intend to make legally significant decisions about website visitors solely through automated processing. Where AI is used to help organise or respond to an enquiry, meaningful human review should remain available.

Changes to this policy

We may update this policy when our services, suppliers or legal obligations change. The revised version will be posted on this page with a new “Last updated” date. Material changes may also be communicated through an appropriate additional notice.

Important review note

This policy describes the intended handling of website and business-enquiry information. CYBEX should keep it aligned with the website’s actual forms, cookies, analytics, hosting arrangements and contracts, and obtain professional legal advice where required.